When you're in charge of press conference planning, start off by determining what dignitaries need to attend. Check their schedules and arrange your press conference for a convenient time for everyone. Make sure the final date for your press conference is reserved by everyone who needs to be present before you go forward with invitations to guests and media members.

As the press conference event planner, it's your job to arrange for a limited number of speakers. Choose speakers who are knowledgeable on the topics in question and are comfortable with public speaking. Arrange for a podium and microphones to be available so everyone can easily hear the speakers. Seat reporters and media members in the first rows of your press conference so they can ask questions and hear the responses.

1. As press conference planner, first make sure you have the proper equipment.

2. Publicize your press conference and Invite guests and the media.

3. Hire a PR agency and let them do your press conference planning.

Action Steps
The best contacts and resources to help you get it done

Start your press conference planning by renting the proper equipment

Rent the equipment you need for your press conference. Any decent-sized press conference will require folding chairs, a podium, sound equipment, and lighting.

I recommend: Chair and Equipment Rentals will help you with seating arrangements, podiums for speakers and sound systems for your press conference. Elite Event Rentals can also provide you with the equipment you need to make your press conference a success for you and your business.

Make sure your press conference planning includes invitations and a press release

Mail invitations to your press conference three weeks in advance. When sending invitations to the media, send one for the journalist and one for the editor so both are aware of the story potential. Make sure your invitation is professional and includes all of the information needed including location and time as well as a list of speakers. Consider sending email reminders as the press conference draws near and give out a press release to coincide with the press conference.

I recommend: Evite allows you to custom design your press conference invitations with colors and styles that suit the occasion. Constant Contact helps you create invitations that are professional and polished for your press conference. If you're new to press releases, follow the template at PublicityInsider.com.

Hire a PR agency and let them handle press conference planning for you

If it's a huge event or you'd rather spend you effort on other business, hire a professional public relations company to handle all the press conference details. An experienced PR agency will have the contacts and experience to make your press conference a resounding success while you bask in glory.Remember that refreshments draw in journalists. At the very least you want to provide water for your speakers. You can choose to lay out a full spread or appetizers to make your guests comfortable and to bring in bigger crowds.

I recommend: Find a big or small public relations firm in your area by picking your state and/or city at Council of Public Relations Firms. Or try SHIFT Communications; they'll handle all of your media and press conference chores, from press releases to venue setup.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Create a press kit as part of your press conference planning service. Make sure the press kit includes the important information being discussed at the press conference including the names and titles of your speakers. Mail press kits to all invited journalists who are unable to attend the press conference.